Everyday Mentors privacy notice

What this covers. This notice explains how Stay Nimble uses your personal information when you apply to become an Everyday Mentor and when you mentor on the Everyday Founders programme. It also covers the person who recommended you. It sits alongside Stay Nimble's main privacy policy, which covers our other services, and the separate notice for Everyday Founders. Where they differ, this notice applies to Everyday Mentors.

Our promises.

• We only collect what we need to run the mentor programme safely.
• We never sell your information.
• Founders see your name, your profile and your sessions, not your email address or phone number.
• Your information from Everyday is kept apart from Stay Nimble's coaching service.

1. Who we are

Everyday is run by Stay Nimble Limited, company number 11129024, 20-22 Wenlock Road, London, N1 7GU. We decide how your information is used, which makes us the data controller. We're registered with the Information Commissioner's Office, number ZB116675.

Our data protection contact is Dominic Atkinson, everyday@staynimble.co.uk.

2. What we collect

When you apply:

• your name and email address
• what you do now, and what you've run, built or sold
• your LinkedIn profile, if you choose to give it
• the session you'd like to lead, and whether you'd rather run one or support someone else
• the name of the person who suggested you get in touch, and how you know them
• anything else you choose to tell us
• which network's link brought you to us, if any

When you mentor:

• your sign-in details and the name you'd like founders to see
• the date you agreed the code of conduct
• the short profile you write and the stage of the programme you'd like to focus on
• the sessions you set up: the day, the time and the meeting link you give us
• what you post in the cohort community
• the recordings of the sessions you lead, which include your voice and image
• anything you report to us about a founder's safety

What we don't collect. We don't ask about your health, ethnicity, religion or sexuality. We don't run background checks, such as a DBS check, because all mentoring happens in groups with no one-to-one contact.

About the person who recommended you. When you apply, you give us their name and how you know them, such as where they work. We don't ask for their contact details. We use what you tell us only to check your application, and we may have a quick word with them. We keep it with your application and nowhere else. Please let them know you've named them.

3. How we use it

• To decide whether you can mentor. A member of our team reads every application, and we may speak to the person who recommended you or to you.
• To run the mentor programme. Setting up your account, agreeing the session you'll lead, and sending you emails about it.
• To run sessions. Founders in the cohorts you work with see your name, your profile and the sessions you've set up, and their invites and reminders say who is leading the session.
• To share recordings with your cohort. You upload each session's recording, and only founders in that session's cohort can watch it.
• To keep people safe. If something you tell us, or something in a session, suggests someone may be at risk, our staff will act on it.
• To report to the organisations that support the programme. See section 6.
• To keep you posted, if you agree. You can unsubscribe at any time.

4. Our lawful bases

The law requires us to have a reason, called a lawful basis, for each use:

• Legitimate interests: to consider your application, check your recommendation, run the sessions you lead, share recordings with your cohort, keep people safe and report to the organisations that support the programme. We've weighed these against your interests, and you can object (see section 9).
• Consent: for updates by email and using your name or story in publicity. You can withdraw consent at any time.
• Legal obligation: for records we're required by law to keep.

5. Automated decisions

None. A person reads every application and makes every decision about your place as a mentor.

6. Who we share it with

Founders in the cohorts you work with. Your name, your profile, the sessions you lead, the recordings of those sessions, and what you post in their community.

The person who recommended you. We may tell them you've applied, when we check the recommendation. We don't share anything else with them.

Organisations that support the programme. Everyday is supported by Accenture. We give them numbers about the programme, such as how many sessions ran. We don't give them your name or contact details unless you agree, and we don't tell a network that recommended you whether you became a mentor.

Case studies and publicity. We'll never use your name or words without asking you separately first.

The services we use. These companies process information for us, under contract, and only as we instruct:

The video meeting tool you run your session on is your choice, and its own privacy terms apply to the meeting itself.

We'll share information if the law requires it, or to protect someone from serious harm.

7. Where it's stored

Most of your information is stored in the UK or the European Economic Area. Some of the services we use are based in the United States. Where your information goes outside the UK, it's protected by the UK Extension to the EU-U.S. Data Privacy Framework, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses.

8. How long we keep it

• If you apply and don't become a mentor: 12 months from our decision, then we delete it.
• If you mentor: 2 years after your last session, then we delete it, keeping only numbers that don't identify you.
• Your application, including who recommended you: the same period, whether it's held on Everyday or in our application form.
• Session recordings: 12 months after the cohort ends.
• What you post in the community: it stays in the cohort's space while that space runs, so founders' conversations still make sense, then it's deleted with the rest of your information.
• Safeguarding reports you make: 6 years, so we can answer any later question about how a concern was handled.
• Email updates: until you unsubscribe.

If you ask us to delete your information sooner, we will, unless we need to keep something by law or to keep someone safe.

9. Your rights

You have the right to:

• ask for a copy of the information we hold about you
• ask us to correct it
• ask us to delete it
• ask us to limit how we use it
• object to how we use it
• ask us to move it to another organisation
• withdraw your consent, where we rely on it

Email everyday@staynimble.co.uk and we'll reply within a month. If you're unhappy with how we've handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Officeat ico.org.uk.

10. Cookies

The Everyday website uses cookies only as our cookie choices describe. You can change your choices at any time from the link at the foot of every page.

11. Changes to this notice

If we change how we use your information, we'll update this notice and tell mentors about anything significant by email.